Job Description
We are seeking a highly organized, systems-oriented Executive Assistant (EA) to support CEO in a fast-growing, process-driven environment. This role is designed for someone who thrives in structured onboarding, values clarity and communication standards, and enjoys building efficient workflows that reduce executive overwhelm.
In the first month, you will take ownership of 3–5 high-impact processes — including inbox management, meeting note synthesis, calendar organization, and task tracking — with responsibilities expanding over time as trust, rhythm, and systems maturity are established.
You will work closely with the CEO and an EA Manager through a structured four-week onboarding program. Training includes documented SOPs, Loom-recorded walkthroughs, ClickUp and Notion certification, and weekly progress updates. The goal is to ensure you are confident and fully prepared before taking on full responsibility for ongoing workflows.
Location: This is a fully remote position.
Job Type: Full-Time
Salary: 1,000-1,600 (based on experience)
- 3+ years as an Executive Assistant, Operations Assistant, or Client-Facing Project Manager
- Excellent written communication skills (clear, structured, professional tone)
- Strong note-taking ability with skill in synthesizing decisions and action items
- High attention to detail in documentation, scheduling, and task tracking
- Ability to maintain confidentiality and discretion in sensitive conversations
- Strong organizational and prioritization skills
- Comfort enforcing structure (calendar standards, inbox rules, task workflows)
- Ability to work independently while receiving weekly feedback
- Comfortable working in structured digital systems, including: G-mail, Slack, Notion, Loom, Toggl, ClickUp,
- Technical Requirements: Reliable high-speed internet, modern laptop with multi-core processor, noise-canceling headset
Key Responsibilities
Partner Communication & Meeting Support
- Attend weekly partner meetings as a listener and note-taker
- Capture decisions, action items, and key themes
- Create clear, high-level summaries for Slack or ClickUp
- Maintain confidentiality and discretion at all times
- Use recordings (when provided) to ensure accuracy and build documentation
Email Management & Inbox Organization
Clean and manage Executive’s professional Gmail inbox
Implement and maintain a four-folder triage system:
- Action Needed
- Follow-Up
- Read Later
- If Interested
Conduct daily email sweeps:
- Morning (by 9:30 AM)
- End-of-day (4:15–4:30 PM)
Maintain clear separation between professional and personal email
Calendar Management & Time Tracking
Manage Executive’s Google Calendar
Protect pre-scheduled time blocks
Schedule meetings primarily through Slack coordination
Ensure meetings follow quality standards:
- Meaningful titles
- Clear agendas
- 15-minute increments
- Structured descriptions
Code time accurately for project tracking
Improve calendar discipline across workflows
Task & Project Management (ClickUp)
- Manage tasks, onboarding checklists, and delegated projects in ClickUp
- Duplicate and maintain templates
- Create tasks from Gmail via integration
- Maintain public task lists to avoid silos
- Track progress and status updates
- Support onboarding documentation processes
Documentation & Systems Development
- Record repetitive processes using Loom to build SOPs
- Maintain documentation and workflows within Notion (“Assistant OS”)
- Track daily reports and task visibility
- Improve workflow clarity and reduce executive cognitive load
- Support gradual integration of systems into ClickUp
Compliance & Administrative Support (Future Expansion)
Assistance with annual/biennial small business recertification
Navigating government systems and uploading documentation
Supporting financial documentation processes
Reducing friction in compliance-heavy administrative tasks
International experience
Opportunity to work remotely from anywhere
Supportive and collaborative team environment
Learning and development opportunities
Potential Performance Bonuses
PTO
HMO after 3 months
